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Author's profile photo Ruthvik Chowdary

Employee as a Business Partner and Synchronization with HCM Data

Hello All,

 

In this blog will see how to create Employee as a Business Partner which involves HCM Module as well, let me quickly explain why it’s required to create employment as a BP.

 

As with 1511 onwards, BP is mandatory and also Employee with User ID assignment is mandatory for a few of the Fiori Apps like Work Flow & Supplier Evaluation, so that’s the reason Employee has to be created as BP and Syncronized with HR Data

 

Now, let us start the process.

      1. Go to PA30

2. Select Actions Infotype and click create

3. Enter the Parameters as shown Below

4. Click save it will name next screen

5. Maintain Employee details

6. Click on save will take to next screen

7. Enter sub-area

8. Save

9. Maintain Address

10. Select main back (0)

11. Save

12. In the highlighted area select info type “communication” and sty “00001”

13. Click on Create

14. Enter the USER ID and save

 

NOW Employee is created with Personnel Number 

 

15. BP Creation Go to BP T.Code

16. Select BP Category as Person and BP Grouping as “BPEE”

17. Enter all the Parameters as per the requirement as shown Below

18. Once all details are filled click on check to validate details.

19. Go to Identification Tab

20. In ID Type enter HCM001 and previously created personal number in PA30 and click save

21. Now select FLNV00 role and click company code

22. Enter CC and Reconciliation account and scroll down

23. Enter the personal number and save

24. Now select FLVN01 Roll and select Pur.Org

25. Enter Pur.org and Order Currency and save

26. Now Select FS0000 roll and open company code and check its extended or not and save

27. Select BUP001 Role and check all address details are populating or not and save

28. With this BP is created

 

 

Now Synchronization with EMP and BP

 

      1. Open SA38 Transaction
      2. Enter Program Name /SHCM/RH_SYNC_BUPA_EMPL_SINGLE
      3. And execute
    • 4. Give the personal number which is created in PA30 and run the program
    • 5. Now will check log in SLG1 Transaction
    • 6. Main below data in object and subobject fields

Object          SHCM_EE_INTEGRATION

Subobject    BUPA_SYNC

  • 7. Once object & Sub-Object are maintained as shown Above execute the log.
  • 8. Now EMP ID and BP have Synced.
  • 9. Open SU01 Transaction

Its Synced with BP as shown

 

Now Fiori Apps Like Manage Work Flow or Manage Purchasing Categories your Employee ID with USER ID details will be shown or else we can’t perform those activities as Fiori is the only option to perform those activities these steps are mandatory

 

Thank you. please provide your feedback and Share with Others as well ?

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      36 Comments
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      Author's profile photo Hung Cao Dang
      Hung Cao Dang

      Hi Ruthvik Chowdary,

      Is it the only way to use those Fiori Apps(Supplier Evaluation, My Inbox,...) with HCM Integrated with Employee has to be created as BP and Syncronized with HR Data?

      is there any way to link a BP to a SU01 User to form Business User for Fiori apps without HCM Personel?

      Thanks!

       

      Author's profile photo Ruthvik Chowdary
      Ruthvik Chowdary
      Blog Post Author

      Hi Hung Cao Dang

      As per My knowledge its, the only way to do BP and HCM Synchronization with HR Data.

       

      Thanks & Regards

      Ruthvik Chowdary

      Author's profile photo Atif Khalid
      Atif Khalid

      Hi Ruthvik,

      Thanks for sharing this useful information. I have one question re step 20 in your link that system gives error message 'You may not enter any numbers in the dialog for ID type HCM001'. Is there something else needed to perform your step 20.

      Thank

      Atif

      Author's profile photo Ruthvik Chowdary
      Ruthvik Chowdary
      Blog Post Author
      Yes before step 20 you need to activate HR and BP integration activities then only you can add or else you will get error
      Author's profile photo Atif Khalid
      Atif Khalid

      Hi Ruthvik,

      Thanks for your reply.

      Following your steps when I tried to sync I got error that ‘Business Partner XXXX already created’

      I am actually trying to sync employee and BP as you have done in your example, referring to success message in step 7. But, system is trying to create a BP from employee.

      Please let me know if I am missing something.

      Thanks

      Atif

      Author's profile photo Atif Khalid
      Atif Khalid

      Got this working now. Thanks

      Author's profile photo Abhishek Gupta
      Abhishek Gupta

      Hi Ruthvik ,

       

      I still get the errors although I followed this link to set up the HR and BP activities .

      https://getsapdone.wordpress.com/2020/05/11/sap-hcm-bp-synchronization/.

       

      The error does not goes 'You may not enter any numbers in the dialog for ID type HCM001'.

      Kindly provide your inputs .

      Thanks ,

      Abhishek

      Author's profile photo Samir Dutta
      Samir Dutta

      Hi,

       

      Pls find solution incase its not resolved.

       

      There is configuration in SPRO for BP.

      Do below setting.

      SPRO -> Cross-Application Components -> SAP Business Partner -> Business Partner -> Basic Settings -> Identification Numbers -> Define Identification Categories.

      Find the identification type which you want to assign to the BP.

      "display only" flag should not be marked.

       

       

      Regards
      Samir

      Author's profile photo Abhishek Gupta
      Abhishek Gupta

      Thanks so much ..it solved my issue..

      Author's profile photo Pavel Jaros
      Pavel Jaros

       

      Gents,

      please, can you guide me how to solve an issue with synch which results in the following statement?

      i.e. BP exists, HR employee number exist and connected but SAP user is not connected to BP...

      The issue message (SLG1) says user ID is already assigned to BP, but in other client of the same SAP system... how this can be possible?

       

      Thank you very much for any of your feedback.

      Best regards, Pavel

      Author's profile photo Sampath Kumar Konduri
      Sampath Kumar Konduri

      Hi Paval,

       

      I am also facing the same issue, can you please help me with how it got resolved.

       

      Thanks

      Sampath Kumar

      Author's profile photo Pavel Jaros
      Pavel Jaros

      Hi Sampath Kumar.

      Our problem was specific, i.e. there was a klient copy done from DEV to TST environment and unfortunatelly some of data has been copied as well and this results in inconsistency in target environment.

      Not sure, this is your case as well.

      Best regards, Pavel

      Author's profile photo Sampath Kumar Konduri
      Sampath Kumar Konduri

      Thanks. Looks same case here but not sure how to resolve it

      Regards - Sampath Kumar

      Author's profile photo Pavel Jaros
      Pavel Jaros

      What we tried, update related tables manually (not very good idea), finally what you can try is to delete users facing this type of issue a create again. As far as I remember, this was our solution.

      Best regards, Pavel

      Author's profile photo venu gopal
      venu gopal

      Hello Ruthvik,

       

      Thank you somuch for good document.

      Author's profile photo Ruthvik Chowdary
      Ruthvik Chowdary
      Blog Post Author

      Thank you Glad you liked

      Author's profile photo Jai Muripindi
      Jai Muripindi

      Hi Dear

      Thanks for your blog, I have created Personal Number and that assign to the User id, But the thing is that I am unable to assign the user id in the workflow.

       

      Kindly write a blog for Service Procurement and confirm, is there any difference between ECC and S4 HANA.

       

      Thanks & Regards

      Jay

      Author's profile photo Ruthvik Chowdary
      Ruthvik Chowdary
      Blog Post Author

      You need to create BP and do Synchronize as well then only you can assign used id in workflow 

      please read the properly full blog and then do it  

      There is no difference in the business process of Service

      Author's profile photo Han Yean Liew
      Han Yean Liew

      Hi,

       

      Is there a way to attach/overwrite with our own search help on the people picker of the standard flexible workflow ("Workflow for Purchase Order") ?

       

      Thank you.

      HanYean

      Author's profile photo vijaya varanasi
      vijaya varanasi

      Hello Ruthvik,

      Thanks for sharing the information.

      How is employee termination process work with this sync? Will it automatically update employee vendor to inactive?

       

      Regards

      Vijay

       

      Author's profile photo Ruthvik Chowdary
      Ruthvik Chowdary
      Blog Post Author

      Hi vijaya varanasi

      Once Employee is terminated in the system we need to run Sync to update BP as Inactive

      Author's profile photo Yazan Bani-Melhem
      Yazan Bani-Melhem

      Hi,

      As per details from OSS note 2570961, it seems that “People picker for PR or PO approver” should work without HCM integration, by creating a business user with the Firoi App "Maintain Employee".

      Unfortunately, it has not worked. Do you have more information about this?

      Thank you in advance.

      Regards

      Yazan

      Author's profile photo Karthika A
      Karthika A

      Hi,

      I have an issue with sync employees as BP. While I run the sync program I get errors like enter a valid bank account number. In my case employee has only IBAN and no account number. In this how can I fix the error? anyone can help me.

       

       

      Thanks and Regards,

      Karthika.A

      Author's profile photo Pavan Kumar
      Pavan Kumar

      Thanks Ruthvik for informative blog.

       

      We have followed the steps and all good. But the PAN no we are giving in HCM is not flowing to BP is there a workaround for this ?

      Author's profile photo Upaman Sarma
      Upaman Sarma

      Thank you Ruthvik, this helped a lot!  This is the second time one of your post/video has helped me. Cheers and keep uploading.

      Author's profile photo Ruthvik Chowdary
      Ruthvik Chowdary
      Blog Post Author

      Glad to know that Upaman Sarma Please follow my youtube and SCN

      Author's profile photo Fabian Pfannerstill
      Fabian Pfannerstill

      Hi, thanks for this blogpost.

      I too have a problem when calling the report /SHCM/RH_SYNC_BUPA_EMPL_SINGLE so sync BP and HCM. When calling this report with a PENNR of a person who is already synced the IBAN of this person gets deleted. Why is this?

      Edit: SLG1 reports message number 56_S4015 and tells me

      Empl. &1: no Bank IDs in PTRV_VENDOR_SYNC. All old banking data deleted.

      I tried running the report with flag "Override Bank, Address & Roles" but it still removes the entry for the IBAN which is bad 🙁

      Background story: My goal was to create a job that calls the report to ensure every employee is synced with their BP and user ID since we have the case where a new employee has a entry date which is in the future when the BP is created. So the report tries to sync them and fails because the starting date is in the future. And running the report with eployee id 0-99999 does not work since then we have to manually edit every employee BP and add the bank details again.

      Author's profile photo Amod Vaidya
      Amod Vaidya

      Hi Ritwik,

      We have managed to get it working, thanks to your blog.

      We now trying to figure out how to get hierarchy working? Say in the instance of Manager Of Last Approver, how system determines the Manager of Last Approver? Do we need to do HR set up? In the rule for manager of last approver which function module to be used? Not sure how all this hangs together.

      We are implementing S4 HANA 2020 on premise, so i believe we can not use Import Employee App to upload employees and their manager.

      Your help is much appreciated.

       

      Author's profile photo Ruthvik Chowdary
      Ruthvik Chowdary
      Blog Post Author

      HR Setup is required to keep hierarchy to define last or manager

      while creating employee positions need to assign so that proper hierarchy  will come

      Author's profile photo Marina Hernando de Moya
      Marina Hernando de Moya
      Buenas tardes,
      
      It does not synchronize us with an existing BP, it creates a new one.
      
      How can we synchronize an employee with an existing BP?
      
      
      Thanks
      Author's profile photo Ruthvik Chowdary
      Ruthvik Chowdary
      Blog Post Author

      The BP need to be created under the Employee category and assign in Identification as shown above

      Author's profile photo Subramanian Iyer
      Subramanian Iyer

      Hu Ruthvik,

       

      Nice document and explanation. But a query, why would you manually create BP. Isnt there an integration to create general BP role and FI Vendor BP role/Customer role?

      I can see you created BP as well manually and then synchronised, any reason why?

       

      Cheers

      Subbu

      Author's profile photo Ruthvik Chowdary
      Ruthvik Chowdary
      Blog Post Author

      Hi Subramanian Iyer,

      In 1909 and later versions after creating an employee if we run Synchronization program BP will be created automatically and No need to do it manually

      Author's profile photo Sean House
      Sean House

      I wanted to ask if anyone had found a simpler mechanism to create the personnel record needed for the BP when the client is not actively using SAP HR (so we are only creating PERNRs to generate the BP needed by many Fiori Apps)? I think it is self-evident that you should not have to provide bank account data to create a userid in SAP!    I have proposed to the security team that instead of using PA30 we leverage the PAL1 transaction (Create Sales Employee) and this simplifies the personnel record creation by limiting the number of infotypes, but is there an even "better" tcode that could be used here that just creates the PERNR and an Address?

      Author's profile photo Rohan Somji
      Rohan Somji

      Hello Ruthvik,

      Excellent document. I was able to sync BP for S4 HANA MOC solution with the help of this document. Added your link to one of my questions too. Keep it up. Thanks.

       

      https://answers.sap.com/questions/13528267/business-partner-assignment-in-sap-moc-for-s4-hana.html

       

      Regards,

      Rohan

      Author's profile photo Ruthvik Chowdary
      Ruthvik Chowdary
      Blog Post Author

      Hi Rohan Somji

      That is good to know 🙂